Request for Proposal (RFP) for Grant Administration Services CDBG Electrical Project

The Town of Horseheads, New York, is requesting proposals for Grant Administration Services for a CDBG-funded electrical upgrade project at the Newtown Creek Mobile Home Community, with proposals due September 18, 2026 at 5:00 p.m. EDT. MWBE and Section 3 firms are strongly encouraged to submit.

The scope encompasses comprehensive grant administration and project management for a $620,000 CDBG Infrastructure in Support of Housing grant covering electrical distribution line replacement, service connections, meters, and pedestals throughout the mobile home park. Deliverables include establishment and maintenance of grant records per HUD and New York State CDBG requirements, Requests for Payment and monthly progress reports, environmental review documentation, program monitoring, coordination of Office for Civil Rights monitoring visits, attendance at project meetings and site visits, and technical assistance through project completion.

The awardee must carry Professional Liability insurance of not less than $2 million per loss, General Liability of $1 million per occurrence/$2 million aggregate, Auto Liability of $1 million per occurrence, and Workers Compensation coverage, with the Town named as additional insured.

Evaluation will weight relevant project experience (30%), technical capability and staffing (30%), CDBG grant administration experience (20%), project approach and understanding (10%), and past performance/references (10%). Cost proposals will be opened only after qualifications-based evaluation concludes. Submissions must include firm overview, relevant experience and qualifications, project team information, a minimum of three references, project approach with M/WBE and Section 3 compliance plans, and project schedule.

Electrical work is scheduled to begin in January 2027 with project closeout by January 10, 2028. The anticipated consultant selection date is October 19, 2026. No incumbent is named. The Town retains the right to cancel the solicitation or reject all submissions.